TO: Faculty/Staff

 

FROM: A.C. Eagan, III, Vice Chancellor for Business and Administrative Affairs

 

DATE: April 29, 2008

 

RE: Personal Printer Acquisition and Usage Directive

 

To support basic printing and copying needs, State of Louisiana Information Technology Bulletin 03-12

provides direction on the acquisition and usage of personal inkjet and personal laser printers by

comparison to the use of shared workgroup devices. This directive supports the purchase of personal

printers for ONLY the following categories of employees: telecommuters, employees in isolated offices,

disabled workers, and employees who print confidential documents. Employees not in these categories

are directed to use shared devices.

 

It is Delgado’s intent to comply with the above directive. Prudent cost control measures and asset

management practices provide further rationale to support change in our business process.

 

To implement our new process, the locations of shared devices have been identified throughout all

campuses. Delgado Office of Information Technology will be coordinating a plan to get all such devices

connected to the Delgado network and to roll out the installation of the needed drivers to all personnel

requiring use of the share equipment. Appropriate instruction and assistance with day to day operation

will also be provided along with a phone number to

devices have been fully enabled to support shared printing, we will discontinue the acquisition of personal

printers and print cartridges on a phased basis unless exception approval has been issued. If you feel that

you or members of your organization qualify for exception approval, please submit your request for same

to the Vice Chancellor of Business and Administrative Affairs. Your request will be reviewed and a reply

will be returned.

 

There are several basic advantages of deployment of this practice:

-

 

Shared devices operate at a substantially lower cost per page and reduce the total number of assets

and associated liability and property management control costs

-

 

Workgroup devices often perform at faster speeds and have features such as on line stapling and

duplex that will add convenience to the operation and reduce paper consumption by using both

sides of the page

-

 

Networked devices will be enabled for scan to email where possible – scanning will eliminate any

click charge along with toner and paper usage making our operation more cost efficient and

environmentally friendly

-

 

Many workgroup devices have a “secure print” function which prevents the device from printing

any job unless a user assigned confidential password is entered. This function can address

confidentiality concerns where documents carry protected content.

-

 

Delgado will be in conformance with State of LA guidelines

 

Our next steps include the implementation of network access to all shared devices and the addition of the

needed PC software to enable use of the workgroup devices. Representatives from Xerox will be on

campus the next few weeks to connect and configure all Xerox Multi-function devices (MFD) for

workgroup printing. Access to all desktop computers needing to print to your MFD will be important.

Please make arrangements with your faculty/staff, if they are not going to be on campus on the designated

days to leave keys to their offices so that this process can be completed in a timely manner. The use of

personal devices will be discontinued after these steps have been taken. Please call Support Services at

504/329-6605 should you need assistance.